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Performance Standards, Library Assistant II - Night & Weekend Supervisor

July 2000

DUTY:
Perform and manage others in doing all aspects of stack maintenance work to ensure timely shelving, reshelving, sweeps, searches, and maintenance of the stack's good physical condition and call number order through regular shelf straightening, cleaning, and other quality control measures as needed. Responsible for the timely filing of the microform collection and for training and supervising student employees to assist in this task . Train students and staff to assist library patrons in the use of the microform reader/printer. Schedule, coordinate and execute stack shifts. Train and supervise staff in the proper handling of library materials.

PERFORMANCE STANDARDS:

  1. Returned items are accurately shelved normally within 48 hours of receipt with priority given to high-use journals. Sweeps will be done 2-3 times daily.
  2. Trains students to screen stacks and identify items needing conservation such as re-labeling and mending.
  3. Material put on the technical services truck is shelved within 24 hours.
  4. Ensures that the week's accumulation of just received books are charged to "New Books" and shelved in the New Books area every Sunday evening, that the previous week's display of new books are discharged from "New Books" on Sunday evening, and that the book covers from the new books are posted promptly.
  5. Requests weekly inventory of material charged to "New Books". Reviews new book list twice a week to make sure material has been shelved correctly.
  6. Anticipates, plans, coordinates and executes mini stack shifts to accommodate additional library materials and to ensure shelving space is used with maximum efficiency. Informs and consults with the Head of Circulation and any additional staff regarding needs for major stack shifts.
  7. Regularly schedules shelf-reading throughout the semester so that entire collection is read at least once each year, in addition to shifting. Is aware of heavily used areas that need to be shelf-read more frequently and schedules students accordingly.
  8. Performs, trains and supervises on a regular basis, others in tasks that promote the good physical condition of the stacks so that they are kept reasonably dust free, material is in order, and shelving space is used with maximum efficiency. The Night/Weekend Supervisor is expected to take a rigorous, hands-on approach to these tasks by taking daily walks around the library to check stack conditions, personally straightening books or reshelving them in proper call number order, shifting parts of the shelving sections to relieve over-crowding, and making note of areas needing greater attention so that s/he can return to them later or assign students to do the work.
  9. All statistics related to stack maintenance functions are recorded accurately, compiled on Excel and reported at the end of the month.

DUTY:
Manage circulation operations evenings and Sundays. Supervise evening and Sunday student employees to ensure smooth, efficient work flow of public services (Including charging, renewing, and discharging library materials). Assist Circulation Head in hiring, training, supervising, scheduling and evaluating 15-20 part-time student employees. Assist in developing, implementing and evaluating circulation procedures. Works at the Circulation Desk assisting patrons with circulation and other public service questions.

PERFORMANCE STANDARDS:

  1. Communicates on a day-to-day basis with the Head of Circulation to keep up on local news and information pertinent to circulation operations. Stays aware of news and information at the Librarywide level so that s/he is able to assist the Circulation Head in management of circulation functions. Stays aware of changes regarding the safety and security of the Library i.e. opening/closing and evacuation procedures, when to call 911, building manager, physical plant office, and the filling out of incident reports . Participates in weekly Circulation Section meetings and Library staff meetings.
  2. As backup to the Circulation Head, the Night/Weekend Supervisor should tour the library 4-5 times over the course of the day to inspect and assess current shelving and sweep needs, the condition of the stacks, and the overall appearance of the library in general. Based on information gathered, s/he will complete in advance the student assignment schedule so that students arriving for their shift will know immediately what they are expected to do. The Evening and Weekend Supervisor will also revise assignments as needed.

    Daily routine tasks are listed below. Where indicated, the rates of frequency should be regarded as normal for the regular semester assuming adequate staffing. The Evening and Weekend Supervisor is expected to make adjustments to priorities as library needs and staffing levels dictate.

    Circulation Desk duty(as assigned)
    Discharges (within one hour),
    Maintaining and sweeping of photocopy room (once every hour)
    Opening/closing of library (daily)
    Picking up notices (Monday through Friday)
    Searches (2 hours per day)
    Shelving unbound journals (within 24 hours)
    Shelving (Sorting area should be no more than 1/3 full during low-use periods and there should be no more than 2 overflow trucks in sorting area during high-use periods).
    Sweeps (2-3 times daily)
    Stack maintenance (See previous section of this document)
    No barcode shelf cleared (within one week)

  3. As instructed by the Head of Circulation, assists in hiring, training, supervising and evaluating student employees according to library policy and personnel procedures. The Night/Weekend Supervisor should be able to interact with the student employees in a friendly, positive manner; give clear oral and written instructions; be patient and understanding; praise them for work well done; offer constructive criticism, and exercise discipline in a firm and effective manner. The Night/Weekend Supervisor should be able to contribute to a work environment that encourages team spirit, creativity and self-initiative.

    Under guidance of the Head of Circulation, follows up on students' performance and discipline problems as soon as possible using recommended personnel practices, e.g., identification of problem, schedule adjustments, closer supervision, retraining. Consults with Circulation Head about student performance problems, and works cooperatively with her to find ways to solve them. Refers to the Circulation Head within the same day or by the next work day any serious disciplinary problems.

  4. Written correspondence and circulation procedures will be produced on Word . The writing should be well-written and easy to understand.

  5. Works on the Circulation Desk according to schedule set by the Circulation Head. The Night/Weekend Supervisor's interactions with library users at the Circulation Desk should be courteous, professional and well-informed. Circulation transactions are performed efficiently and accurately. Monitors student employees on desk duty for accuracy and efficiency when dealing with patrons, and coaches them as needed for improved performance.

  6. Resolves user and building problems independently and according to established policy and procedures; more complex problems or those pertaining to library policies are referred to the Head of Circulation or Head Librarian..

  7. All statistics related to circulation functions are recorded accurately, compiled on Excel and reported on a monthly basis.

DUTY:
As the only career staff member on duty evenings and Sundays, answers questions related to the use of library catalogs, and the use of specialized indexes, abstracts and other reference tools; refers users to daytime scheduled reference service for more complex questions. Assist users in locating materials within the campus library system and makes referrals as appropriate.

PERFORMANCE STANDARDS:

  1. Interviews library users using an open, positive approach; provides information and instruction in the use of library tools which are accurate, clear and easy to understand.
  2. Reads and understands news updates that are circulated among the desk staff. Maintains an awareness of new technology and reference tools so that s/he can refer users to those tools, knows when to refer questions to more experienced reference staff.

DUTY:
As back up to the Circulation Supervisor, use the automated reserve system on Gladis to process faculty course reserve lists at the beginning of each semester.

PERFORMANCE STANDARDS:

  1. Processes course reserves as assigned by the Head of Circulation or as received at the Circulation desk..
  2. Communicates with faculty members, research or teaching assistants on a regualr basis to clairfy policies, procedures or questions regarding reserve processing.
  3. Reserve letters are sent out a month before the beginning of the semester.

DUTY:
Uses the Gladis Maintenance system to perform assorted technical/bibliographic duties. Resolves Gladis circulation problems including discharge notes, circulation notes, volume/copy errors. Participate in bibliographic clean up projects as appropriate. Uses the on-line Campus Accounts Receivable System (CARS) when appropriate.

PERFORMANCE STANDARDS:

  1. Processes and clears shelf of material needing barcodes and volume/copy information on a weekly basis.

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